Privacy policy

We only collect information that is necessary to provide our service, and we promise to look after it.

1. The information we collect

As well as collecting the information in the referral form, we will also take notes relating to our work with you after each meeting. Over the course of our work with you we may also collect information from other services or individuals in your support network. Where relevant this may include details about your physical or mental health. During your support, we will also collect information from different wellbeing monitoring tools, evaluation forms, outcomes questionnaires, a terms of service letter stating the journey of the support you are provided with and a closing letter for when your support ends with us.

2. What we do with it

We use this information to provide our service. We may also use this information to evaluate and improve our services, take data from this information to help our service for contractual purposes and use this information for invoicing if you are a part of our paid for service. We have a legal requirement to keep a report after each meeting Likewise has with yourself including, action points, places visited and your wellbeing. We would never explicitly record anything that we do not share with yourself. This allows us to keep a record of our meetings we have with you. Likewise, will also use your address if we were to meet you at your home address. We also keep data onto a spreadsheet that is password protected. We keep information for as long as 8 years after your last involvement with Likewise, in line with the ‘Records Management Code of Practice for Health and Social Care 2016’.

3. Does anyone else see my information?

In order to provide you with our service, your support workers at Likewise will be the ones to have main access to your records. Your record may be shared with other employees if required such as a cover visit and other employees need to have access to your records in order to upload meeting notes. There may be times when we need to share some of your information with our partner organisations or relevant members of
your support network. This is the only time we will do so. We may share your personal information if required by law, or to protect against harmful or illegal activity. We keep all your personal data on a platform named ‘Substance Views’.

Here is Views’ privacy statement: https://www.substance.net/privacy-notice/

4) Your rights

Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following: The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk

We only collect information that is necessary to provide our service, and we promise to look after it.

1. The information we collect

As well as collecting the information in the referral form, we will also take notes relating to our work with you after each meeting. Over the course of our work with you we may also collect information from other services or individuals in your support network. Where relevant this may include details about your physical or mental health. During your support, we will also collect information from different wellbeing monitoring tools, evaluation forms, outcomes questionnaires, a terms of service letter stating the journey of the support you are provided with and a closing letter for when your support with us ends.

2. What we do with it

We use this information to provide our service. We may also use this information to evaluate and improve our services or take data from this information to help our service for contractual purposes. We have a legal requirement to keep a report after each meeting Likewise has with you, including action points, places visited and your wellbeing. This allows us to keep a record of our meetings we have with you. We would never explicitly record anything that we do not share with you. Likewise will also use your address if we meet you at your home address. We also keep data on a spreadsheet that is password protected. We keep information for as long as 8 years after your last involvement with Likewise, in line with the ‘Records Management Code of Practice for Health and Social Care 2016’.

3. Does anyone else see my information?

In order to provide you with our service, your support workers at Likewise will be the ones to have main access to your records. Your record may be shared with other employees if required such as a cover visit and other employees need to have access to your records in order to upload meeting notes. There may be times when we need to share some of your information with our partner organisations or relevant members of your support network. This is the only time we will do so. We may share your personal information if required by law, or to protect against harmful or illegal activity. We keep all your personal data on a platform named ‘Substance Views’.

Here is Views’ privacy statement: https://www.substance.net/privacy-notice/

4) Your rights

Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk.

This page explains what information we collect, why we collect it, and how we keep it safe when you access the Hostels In-Reach Service at Likewise.

1. Who looks after your information

Likewise is responsible for looking after your personal information for this service. If you have any questions or would like something explained, please ask your Likewise Support Worker or contact us at:

Email: inreach@likewise.org.uk

This is a service-specific summary. You can also see our full organisational privacy policy here: https://likewise.org.uk/privacy/ 

2. What information we collect

We only collect information needed to provide the service safely and appropriately. This may include:

• Your name
• Your preferred pronouns
• Date of birth
• Your contact details
• Health and emergency contact details
• Demographic information (optional)
• Your hostel residence
• Support preferences and use of other services

Your support worker will also write session notes after each meeting. Session notes may include:

• Information about your wellbeing
• Information about your mental or physical health
• Relevant details you chose to share in sessions
• We may also collect information through
• Wellbeing assessments e.g., Home Star
• Feedback or evaluation forms

3. How we use your information

We use your information to:

• Provide and manage your support
• Allocate you to a support worker
• Maintain accurate client records
• Meet our duty of care responsibilities
• Evaluate and improve our services
• Meet contractual and reporting requirements

Support workers are required to keep a record after each session, including an account of the session and general wellbeing. We would not record any information we would not be willing to discuss with you.

4. Who can access your information

Information you share with us is treated as confidential and is only accessed only by Likewise staff and placements students who need it to provide or oversee the service.

In some situations, limited information may be shared outside Likewise:

• To support your care or help coordinate support between services
• To work alongside hostel staff
• To help keep you or others safe
• To meet our duty of care
• Where required by law

This may include sharing information with services such as Hostel Staff, Camden Council, healthcare professionals, or other organisations involved in your support.

Where information is shared, we only share what is necessary for the purpose.

5. Where your information is stored

Your information is securely stored on platforms called Substance Views and Outcomes Star.
You can view their privacy notice here:
https://www.substance.net/privacy-notice/ 

We also keep some information securely within our Microsoft 365 systems (such as Outlook, Forms and SharePoint). We keep referral information in password-protected spreadsheets. Only authorised Likewise staff can access this information.

7. How long we keep your information

Your records are kept for up to 8 years after your last involvement with Likewise and then securely destroyed.

8. Your data protection rights

You have the right to:

• Ask to see the information we hold about you
• Ask for information to be corrected if it is wrong
• Ask us to limit how your information is used in some situations
• Raise concerns about how your information is handled

Raising a concern or using your rights will not affect the care or support you receive.

If you are not satisfied with our response, you also have the right to complain to the Information Commissioners Office (ICO).

To exercise your rights or raise a concern, contact us at: inreach@likewise.org.uk 

We only collect information that is necessary for us to offer you our Community Activities, and we promise to look after it.

1. The information we collect

We will collect your name, number, date of birth, emergency contact, group/s you are interested in joining and you may choose to share any other information you think we may need to know relating to the activity.

2. What we do with it

We use this information to know who you are and so we can monitor how many attendees are participating. We must also keep track of attendance for health and safety regulations. We also use this information to keep in contact with you about any updates for the group – any changes or if we need to contact your emergency next of kin. At the end of each activity session has completed, we record notes on how the group went along with attendance for the session. We record what took place during the activity and if there are any notes to pass on to any support workers. Once you make the referral to us to sign up to our activities, your details are then stored on a password protected spreadsheet.

We also monitor demographic information to help us gain insight into who is and isn’t accessing our services.

3. Does anyone else see my information?

In order to provide you with our updates, update notes on the sessions, your details are stored on a password protected spreadsheet that only our Community Team have access to. Notes after each session is uploaded on a secure online platform called ‘Views’.

Here is Views’ privacy statement: https://www.substance.net/privacy-notice/

Our Community Lead, Community Programme Coordinator and activity hosts will have access to this platform with your details on it and is monitored by the Community Lead. We store your data for 24 months after each entry.

4) Your rights

Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk

This page explains what information we collect, why we collect it, and how we keep it safe when you access therapy at Likewise. This includes creative and talking therapies.  

1. Who looks after your information

Likewise is responsible for looking after your personal information for this service. If you have any questions or would like something explained, please ask your therapist or contact us at: 

Email: therapies@likewise.org.uk  

This is a service-specific summary. You can also see our full organisational privacy policy here: https://likewise.org.uk/privacy/ 

2. What information we collect

We only collect information needed to provide the therapies service safely and appropriately. This may include: 

• Your name 

• Your contact details  

• Date of birth and preferred pronouns  

• Health and emergency contact details 

• Demographic information (optional)  

• Your borough of residence (address optional) 

• Support preferences and use of other services 

Your trainee therapist will also write session notes after each meeting. Session notes may include:  

• Information about your wellbeing 

• Information about your mental or physical health 

• Relevant details you chose to share in sessions 

We may also collect information through  

• Wellbeing assessments  

• Feedback or evaluation forms 

3. How we use your information

We use your information to: 

• Provide and manage your therapy sessions 

• Allocate you to an appropriate trainee therapist 

• Maintain accurate therapy records 

• Meet our duty of care responsibilities 

• Evaluate and improve our services 

• Meet contractual and reporting requirements  

Therapists are required to keep a record after each session, including an account of the session and general wellbeing. We would not record any information we would not be willing to discuss with you.  

4) Who can access your information

Information you share with us through therapy is treated as confidential and is only accessed only by Likewise staff and placements students who need it to provide or oversee the service.  

In some situations, limited information may be shared outside Likewise: 

• With clinical supervisors and university tutors to ensure safe and ethical practice 

• To support your care or help coordinate support between services 

• To help keep you or others safe 

• To meet our duty of care 

• Where required by law 

This may include sharing information with services such as Adult Social Care, healthcare professionals, or other organisations involved in your support. 

Where information is shared, we only share what is necessary for the purpose.

5) Recordings for university training courses

Therapy sessions are not routinely recorded by Likewise. 

Some trainee therapists are completing university accredited courses. As part of these courses, a university may require audio recordings, video recordings or photographs of creative work for learning, assessment or supervision. 

Where this applies, the university, not Likewise, is responsible for how these recordings are collected, used and stored. Likewise is not responsible for recordings made for university course requirements. 

If a recording is requested for a university course, this will be explained to you in advance. You will go through a separate consent process and privacy notice provided by the university. 

You do not have to agree to recording to access therapy. In some cases, choosing not to be recorded may affect how quickly we are able to match you with a suitable trainee therapist, as some placements require recording for university training. We will always explain options and discuss next steps with you. 

6) Where your information is stored

Your information is securely stored on a platform called Substance Views.
You can view their privacy notice here:
https://www.substance.net/privacy-notice/ 

We also keep some information securely within our Microsoft 365 systems (such as Outlook, Forms and SharePoint). We keep referral information in password-protected spreadsheets. Only authorised Likewise staff can access this information. 

Artwork kept by Likewise between sessions is stored securely in a locked cupboard with restricted access.  

7)  How long we keep your information

Your records are kept for up to 6 years after your last involvement with Likewise and then securely destroyed. 

Creative therapies may involve making artwork or other creative material during sessions. In most cases, artwork created belongs to you, and you can choose to take it with you or leave it behind.  

If you choose not to keep your artwork at the end of your sessions, it will be securely destroyed. If we are unsure what you would like to happen to your artwork (for example, if you stop attending sessions and do not respond to contact), we will keep the artwork securely for up to 3 months before it is safely destroyed.  

8)  Your data protection rights

You have the right to: 

• Ask to see the information we hold about you 

• Ask for information to be corrected if it is wrong 

• Ask us to limit how your information is used in some situations  

• Raise concerns about how your information is handled  

Raising a concern or using your rights will not affect the care or support you receive. 

If you are not satisfied with our response, you also have the right to complain to the Information Commissioners Office (ICO).  

To exercise your rights or raise a concern, contact us at: therapies@likewise.org.uk  

We only collect information that is necessary in order to process you through our recruitment process, and we promise to look after it. By applying to our recruitment process, you are agreeing to our privacy policy.

1. The information we collect

We collect information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.

We process personal details that you provide to us such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history, skills, experience, as well as your video in case you conduct your interview over video call. And we have the possibility of recording you during the recruitment process in group work. If you contact us, we may keep a record of that correspondence. We collect a record of your progress through any hiring process that we may conduct.

2. What we do with it

We use this information to monitor a candidate’s progress during our recruitment process. Once the process has been completed for all candidates, we will destroy the notes immediately. We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business. We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who are involved in your recruitment process. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. As and when taking notes on your performance, all notes are then kept in a locked cabinet and/or computer server that only our directors and HR have access to. We also have procedures in place to deal with any suspected data security breach. Where you apply for a job opening through CharityJob and Timewise jobs platforms, we rely on your consent, which is freely given by you during the application process, to disclose your personal data to these platforms on the basis described below.

3. Does anyone else see my information?

A selected number of staff members will see your personal information on your application to us via the online platforms. Current staff members will take notes during the recruitment process and may share notes or discuss verbally notes taken on candidates to help our decision in the recruitment. No one else other than these members of staff will have access to these notes or discussions.

4) Your rights

Our organisation would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following: the right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk. 

5. Once you have been recruited

Once it has been confirmed that you will be an employee of Likewise, we will continue to require more information from you for HMRC and payroll and will perform a right to work check in order for us to employ you under UK government law. This is the information we will collect:

Name, address, date of birth, mobile number, gender, national insurance number, tax code, emergency contact details, employment terms and conditions (e.g. pay, hours of work, holidays, benefits, absence), any accidents connected with work, any training taken, any disciplinary action, ethnicity

What we do with it?

In order to legally employ you as Likewise staff, we must check your identity and perform a right to work check to make sure all staff are eligible to work in the UK. We also collect this data to provide your details to HMRC and to place you into our payroll. If you fail a right to work check, Likewise may not continue with your recruitment but this will be discussed with the two co-directors for the next stages if this happens. We require your ethnicity to help us monitor our diversity and equality. You have the right to not provide this information if you do not wish to. We also require a next of kin for yourself in case of emergencies.

Who sees this information

All staff will have access to your name and address and emergency contact details. Staff will only be allowed to access this information only in emergencies. All other information we collect from you is only accessed by yourself, our finance manager Vino, our two Co-Directors Matt and Hugo and our external payroll company accounts manager.

Your rights

Our company would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk

We only collect information that is necessary to enable you to volunteer or undergo a placement, and we promise to look after it.

1. The information we collect

As well as collecting the information in your application form and a brief summary of why you would like to join the team at Likewise, we will also take personal details of your name, address and emergency contact details. We will also require you to complete a DBS check with us which will provide Likewise with details of your criminal record carried out by the Disclosure and Barring Service. Over the course of our work with you we may also collect information that may include details about your physical or mental health such as the DIALOG scale, Likewise feedback and evaluation forms and documents that help improve our work.

2. What we do with it

We take this information for your health and safety as we have a legal responsibility for you whilst you are working with us here at Likewise so this may involve speaking to an emergency contact if any safety hazards occur. We will use some of this information to send you personal protective equipment for our services, if required. We may also use this information to evaluate and improve our services. Likewise will keep your personal data for 24 months after your placement/volunteer period has ended. We do require you to keep record of visit notes using our online platform ‘Views’ which requires your full name in order for us to track who is recording the notes. After you have left, we will keep these notes with your name on for 8 years as per health and social guidelines.

3. Does anyone else see my information?

In order to manage your volunteer period/placement, we store your information on Google Docs.

Here is google doc’s privacy policy: https://policies.google.com/privacy?hl=en

Our volunteer co-ordinator and volunteer admin will hold main access to this data spreadsheet. However, there may be times where other core staff will need access to this data for dates and planning for your time with us at Likewise. This document is secured with a password and any other staff other than our volunteer co-ordinator or admin who requires access will be passed through these two in order to maintain privacy and to ensure your data is protected.

4) Your rights

Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following: the right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk

We only collect information that is necessary to provide you with our newsletter, and we promise to look after it.

1. The information we collect

We will only collect your name and email address for our mailing list.

2. What we do with it

We use this information to keep you updated on events, activities and information pertaining to Likewise. We may also recommend other organisations and programmes that are relevant within the Likewise network and send you the latest edition of our newsletter.

3. Does anyone else see my information? 

In order to provide you with our updates, we manage the mailing list via Mailchimp. Only our Community Lead, Programme Admin and Directors have access to this platform and it is secured with a password.

Here is a link to Mailchimp’s privacy policy: www.mailchimp.com/about/security/

We store your data for 24 months and you may unsubscribe at any time. By signing up to our Mailing list, you are agreeing to your information being used in this way.

4. Your rights 

Likewise would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access, rectify, amend, restrict processing, object processing and the right to data portability for the data we hold of yours.

Likewise keeps its privacy policy under regular review and places any updates on this web page. If you ever have any queries please do not hesitate to contact hugo.reggiani@likewise.org.uk.